Agenda No. 4.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | February 20, 2024 |
| Department: | Facility & Fleet |
| Subject: | Resolution 24-R-21 - Authorizing the City Manager to issue a purchase order for the purchase of multiple Police Department Vehicles(s)as part of the 2024-2025 Vehicle/Equipment Replacement/Acquisition program. (B.James/D.Hardin-Trussell/C.Hernandez) |
BACKGROUND
Within each fiscal budget year, the Fleet Department requests to purchase vehicles/equipment to add to or replace aging vehicles to maintain a good working fleet of City-owned vehicles/equipment. Given the high demand for vehicles in light of the production issues being experienced in the auto industry as well as other areas, the Fleet department has challenges in procuring all of the needed vehicles. In order to avoid significant delays, the Fleet Department will try to get as early a start as possible. At times, the type of vehicle must be adjusted. At the last Council meeting on February 6, 2024 Council approved Resolution 24-R-08 authorizing the purchase of 14 Ford Explorers as part of the FY 2023-24 budget. Half of those were not white Ford Explorers that are the first choice of vehicle. So to try to have a better chance of getting the vehicles the City wants for next year, we are pre-ordering the 8 vehicles needed for next fiscal year.
The vehicles will be purchased from Silsbee Ford via group purchasing cooperatives. Each group purchasing cooperative contract was competitively bid by the awarding entity. In addition to that level of competition, City staff also obtained multiple contract quotes to ensure the overall best value for the City was obtained.
The vehicles will be purchased from Silsbee Ford via group purchasing cooperatives. Each group purchasing cooperative contract was competitively bid by the awarding entity. In addition to that level of competition, City staff also obtained multiple contract quotes to ensure the overall best value for the City was obtained.
GOAL
To authorize the City Manager to execute the purchase orders for the purchase of the vehicle(s) listed in the Vehicle/Equipment Acquisition/Replacement program.
COMMUNITY BENEFIT
Having a current and operational Fleet will provide all departments with the necessary vehicles and equipment to perform their assigned duties within the City of Schertz and reduce the maintenance cost of an aging fleet.
SUMMARY OF RECOMMENDED ACTION
Approval of this resolution will allow the purchase of the vehicles/equipment listed in the vehicle replacement program.
FISCAL IMPACT
The purchase of the vehicles and equipment will be funded through the city’s general fund. The fiscal impact of this project will be approximately $432,000.00. These funds have not yet been approved, but we are asking the Council to approve these purchases in order to receive the following vehicles in a timely manner. It is not clear if the vehicles will come in this fiscal year or next fiscal year.
RECOMMENDATION
Staff recommends approval of Resolution 24-R-21.